Work Instruction: Managing Poor Performance in the Workplace

By Nicole Swaine

Managing poor performance in the workplace is a delicate yet essential process to ensure both employee development and organisational success. A structured and legally compliant approach, aligned with Fair Work Australia guidelines, ensures fairness while fostering a supportive work environment. This guide outlines the steps for handling poor performance effectively, from preparation to follow-up, ensuring a professional and constructive approach.

Preparing for a Performance Management Meeting

Before conducting a performance management meeting, it’s crucial to be well-prepared. The following checklist ensures that the meeting is structured, fair, and aligned with workplace policies:

Gather Evidence – Collect relevant performance records, including KPI data, previous feedback, and documented concerns.
Review Policies – Familiarise yourself with company policies, employment contracts, and Fair Work Australia guidelines.
Identify Areas of Concern – Clearly outline which expectations the employee is not meeting.
Provide Prior Feedback – Ensure the employee has received previous feedback and been given opportunities to improve.
Consider Support Options – Assess whether training, mentoring, or additional resources can help address performance gaps.
Determine Meeting Participants – Ensure that a manager/supervisor is present, and allow the employee to bring a support person if required.
Schedule a Private Meeting – Set up a confidential and professional space to facilitate open dialogue.
Prepare Documentation – Draft an agenda outlining performance concerns and potential improvement plans.
Consult HR/Compliance Support – If needed, seek guidance from Explore Potential at info@explorepotential.com.au or call 0413 519 139 for compliance and meeting support.

Conducting the Performance Management Meeting

A structured performance management meeting ensures clarity, fairness, and alignment with workplace expectations. Follow these key steps:

Step 1: Open the Meeting

Clearly state the purpose of the meeting.
Explain that the discussion is focused on performance concerns and finding a constructive resolution.

Step 2: Present Performance Concerns

Outline the specific issues, referencing facts and documented examples.
Clarify the expected performance standards and how the employee’s performance has fallen short.

Step 3: Allow Employee Response

Give the employee an opportunity to respond and provide context.
Consider any external factors that may have contributed to the performance challenges (e.g., training gaps, workload issues, or personal circumstances).

Step 4: Discuss Support & Improvement Plan

Offer guidance and explore options such as additional training, mentoring, or coaching.
Establish clear performance improvement goals and timeframes.
Document the agreed next steps, expectations, and follow-up actions.

Step 5: Confirm Next Steps

Summarise the key discussion points and agreed actions.
Provide the employee with a copy of the Performance Improvement Plan (PIP) if applicable.
Schedule a follow-up review meeting to monitor progress.

Post-Meeting Actions

A performance management process doesn’t end with the meeting. Follow-up and ongoing support are essential to ensure improvement:

Document the Meeting – Maintain formal records of discussions, agreed actions, and next steps.
Monitor Progress – Regularly review the employee’s performance against the improvement plan.
Offer Ongoing Support – Provide additional coaching, resources, or training as required.
Escalation if Necessary – If no improvement is seen within the agreed timeframe, consider formal disciplinary action in accordance with Fair Work Australia guidelines.

Need Assistance?

Handling performance concerns can be challenging, but having the right guidance ensures a fair and effective process. If you need help with compliance, Fair Work Australia regulations, or meeting facilitation, contact Explore Potential at:

Contact us at

email : info@explorepotential.com.au

Contact : 0413 519 139

By following this structured approach, businesses can address performance issues professionally while supporting employees in their growth and development.